Enhance Email Communication with AI Translation in Outlook

Author: Sun Last Modified: 2025-04-22

In today’s globalized world, email communication often involves multiple languages. Whether you’re corresponding with international clients or collaborating with remote teams, translating emails quickly and accurately is essential. This tutorial will guide you through two methods for translating emails in Outlook: Outlook’s built-in translation tool and Kutools for Outlook’s AI Translation. We’ll also compare their practical usage and help you choose the best option for your needs.

Translating Emails with Outlook’s Built-in Translation Tool

Translating Emails with Kutools for Outlook’s AI Translation

Comparison of Practical Usage: Outlook’s Translation Feature vs. AI Translation Tools

Original		Translated

Translating Emails with Outlook’s Built-in Translation Tool

Outlook’s built-in translation feature is available in versions 2016 and later. If you’re using an older version, you’ll need to rely on alternative methods like Kutools for Outlook.

Features

✔️Built-in: No need to install additional software.
✔️Convenient: Quick and easy to use for basic translations.
✔️Supports Multiple Languages: Covers major languages like English, Spanish, French, and more.
❌Alters Original Email: The translation replaces the original text, which can be inconvenient.
❌Limited Customization: Translations can feel rigid and lack natural flow.
❌Version Limitation: Only available in Outlook 2016 or later.
❌Manual Language Switching: You need to manually change the target language in the options to translate into a different language.

Steps to Use:

Step 1. Open the email you want to translate in Outlook.

Step 2. Select the text you wish to translate and right-click to select Translate from the context menu. You can see the selected text has been translated in the context menu.

If you want to translate the whole message, you can directly select Translate Message from the context menu.

The translated text will replace the original text in the email.

Original		Translated

Notes:

To revert to the original language, Select Show Original.
To change the target language, click Translation Preferences from the context menu, and then select the language you want from the drop-down list of Translate messages into, then click OK.

Translating Emails with Kutools for Outlook’s AI Translation

For more advanced and natural translations, Kutools for Outlook’s AI Translation is a powerful alternative. It uses AI technology to provide high-quality translations that are fluent and context-aware.

👉 Kutools for Outlook has a free version now, whose 70+ features are free for a lifetime. Download the Free Version Now.

Features

✔️Integrated into Outlook: No need to switch between platforms.
✔️Preserves Original Email: The translation appears separately, leaving the original text intact.
✔️AI-Powered: Translations are more natural and accurate.
✔️Customizable: Supports over 40 languages and allows you to customize translation styles.
✔️Copy and Export: Translated content can be copied or exported for further use.
❌Requires Installation: You’ll need to download and install Kutools for Outlook.

Steps to Use:

Step 1. Install Kutools for Outlook and open Outlook.

Step 2. Select the email text you want to translate. Then Click Kutools AI > AI.

Notes:

If you are using Kutools’ AI feature in Outlook for the first time, an AI Settings dialog will pop up, prompting you to select an AI provider (e.g., OpenAI, Google Gemini, Baidu) and enter your AI key.
If you don't have an AI key yet, I recommend you apply the Kutools AI key, which allows you to use Kutools AI features 100 times free of charge. How do I get a Kutools AI key?

Step 3. Click the Translate tab, then choose the target language and customize the translation style (e.g., formal, natural), click the Generate button to translate the current message.

Step 4. Review the translated text. If you are unsatisfied with the content, click the Generate button to regenerate.

Customize your translated style

If you want to customize a new translated style, click Edit Additional Options from the Style drop-down list, and add or edit your own requirements.

Comparison of Practical Usage: Outlook’s Translation Feature vs. AI Translation Tools

To help you decide which method is best, let’s compare the two using the same email:

Convert the content below to Spanish

With Built-in Translated

Pros: Quick and straightforward.

Cons: Translation feels rigid and lacks natural flow.

With Kutools for Outlook AI

Pros: More natural and conversational tone.

Cons: Requires installation and setup.

Conclusion

Both Outlook’s built-in translation tool and Kutools for Outlook’s AI Translation are valuable for enhancing multilingual email communication. However, if you’re looking for higher-quality translations, customization options, and the ability to preserve your original email, Kutools for Outlook is the clear winner.

Ready to take your email communication to the next level? Download Kutools for Outlook today and experience the power of AI-driven translation!